Work Location: Sao Paulo (Brazil )
Experience : 5+ Years
Main Purpose of the Job:
The HR and Administrative Assistant will play a key role in supporting the Human Capital Management team in Brasilia. This is a dynamic and fast-paced position that involves assisting with various HR and administrative tasks for approximately 120 staff members. Key areas of focus include payroll processing, compliance with Brazilian labour legislation, recruitment, staff induction, performance management, internship programmes, and language programme coordination. The role also requires proactive support for the post’s Business Partner in delivering on these objectives while liaising with staff, UKB families, and external stakeholders.
Key Responsibilities:
Human Resources Administration:
Payroll Support:
* Assist the payroll officer in processing monthly payroll: check timesheets, organize and send inputs to the payroll provider, and conduct payroll auditing.
* Process payroll payments to staff.
Leave and Attendance Management:
* Monitor locally engaged staff annual leave, process leave requests, and escalate deadline concerns to the Business Partner.
* Maintain accurate attendance records for staff and interns.
Recruitment and On boarding:
* Assist with recruitment processes, from job postings and interview coordination to background checks.
* Prepare offer letters, employment contracts, and on boarding materials for new staff.
* Organize new staff induction programmers and coordinate arrangements with other teams.
Compliance and Documentation:
* Provide staff guidance on Brazilian labour laws (e.g., annual leave, medical leave, admissions, dismissals, and overtime payments) and internal HR policies.
* Prepare necessary documentation for admissions, dismissals, and internship contracts.
* Ensure compliance with labour health requirements by coordinating with labour medicine providers and the benefits manager.
Internship Programme Coordination:
* Prepare and monitor internship contracts, terminations, and annual leave.
* Ensure internship accident insurance is up-to-date.
Language Programme Coordination:
* Maintain records of UKB language entitlements and requirements.
* Assist with language immersion plans for new UKB staff and coordinate language exams, preparing the necessary documentation.
Data Management and Reporting:
* Update and manage HR files and employee databases, ensuring accuracy and compliance with policies.
* Assist with distribution set amendments and familiarize with cost centres to process HR invoices when required.
Employee Relations:
* Provide assistance in addressing employee queries and concerns.
* Support disciplinary actions and employee relations processes as needed.
Administrative Support:
* Open and manage purchase orders for the team.
* Perform research, respond to complaints, and resolve problems related to HR or administrative matters.
* Assist the Business Partner with occasional administrative tasks, ensuring smooth operations.
* Ensure HR policies and procedures are consistently followed across all processes.
* Provide general administrative support to the office, including answering phone calls, emails, and receiving visitors.
* Coordinate office supplies and manage inventory, ensuring a well-maintained office environment.
* Help in organizing office events, meetings, and travel arrangements (coordinate with travel agents and event managers).
* Manage office schedules and assist in planning internal and external events.
* Handle administrative tasks related to legal compliance, insurance, and other regulatory requirements.
* Provide assistance with financial reporting (e.g., expense tracking, vendor payments) and liaise with the finance team when required.
Resources Managed:
* Potential management of junior staff or interns.
* Coordination and oversight of expenses related to HR operations.
Skills and Qualifications:
Education & Experience:
* Ongoing studies or a degree in Business Administration, Human Resources, or a related field.
* Relevant experience in customer service, HR administration, or a similar role.
Language Skills:
* Fluency in both English and Portuguese is required.
Technical Skills:
* Familiarity with Brazilian labour laws (CLT).
* Proficiency in payroll processing and HR systems.
* Strong knowledge of Microsoft Office Suite and HR software tools.
Soft Skills:
* Excellent interpersonal and communication skills.
* Strong attention to detail and organizational abilities.
* Proactive problem-solving skills and a customer service mindset.
* Ability to work independently, meet deadlines, and manage data with discretion and confidentiality.